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NPE Process Guide for Hospitals National Patient Experience Survey Process Guide for Hospitals NPE Survey Process Guide for Hospitals National Patient Experience Survey Process Guide Reference No: 001_PG Revision No: 04 Author: National Patient Experience Survey team Approved by: Rachel Flynn, Director of Health Information and Standards Effective from: May 2019 Review date: May 2021 NPE Survey Process Guide for Hospitals National Patient Experience Survey contact details For queries regarding the hospital sub-processes, please contact: Contact: Yvonne Cantwell (ICT Senior Projects Manager, HSE) Email: [email protected] Phone: 087 2431237 Contact: June Boulger, HSE Lead, National Patient Experience Survey Programme Email: [email protected] Phone: 086 8069829 NPE Survey Process Guide for Hospitals Table of contents 1. Introduction .......................................................................................... 5 1.1 What is the National Patient Experience Survey?.................. ............................................. 5 1.2 How does the survey work? ............................................................................................. 5 1.3 What role do hospitals play in implementing the NPE Survey? ............................................ 5 2. NPE Contact Dataset .............................................................................. 6 2.1 NPE Eligibility Criteria ...................................................................................................... 6 2.2 What information should the NPE Contact Dataset contain? ............................................... 7 3. Identification, inclusion and uploading of eligible participants’ data .... 8 3.1 What role do hospitals play? ............................................................................................ 8 3.2 NPE Hospital Names and Codes ..................................................................................... 11 3.3 Security arrangements ............................................................................................... 12 4. Opt out process .................................................................................... 14 4.1 What role do hospitals play in the opt out process? ......................................................... 14 4.2 Opting out following discharge ....................................................................................... 14 5. A Review of Death Notifications .......................................................... 15 6. Review of data quality ......................................................................... 19 6.1 Duplicates .................................................................................................................... 22 6.2 Template for Quality Assurance Checks before sending the file ........................................ 22 NPE Survey Process Guide for Hospitals 1. Introduction 1.1 What is the National Patient Experience Survey? The National Patient Experience (NPE) Survey is conducted on an annual basis. The purpose of the survey is to learn from patients’ feedback in order to improve hospital care. The National Patient Experience Survey falls under the National Care Experience Programme which is a partnership approach between the Health Information and Quality Authority (HIQA), the Health Service Executive (HSE) and the Department of Health. 1.2 How does the survey work? Eligible participants will receive a survey pack two weeks after discharge. This is followed by a reminder letter four weeks after discharge and a further and final survey pack six weeks after discharge. Participants can complete the survey online or by returning the survey in the post. The core National Patient Experience (NPE) team is based in HIQA. HIQA has contracted a market research company B&A (Behaviour and Attitudes), to manage the collation of eligible participants’ contact data and distribution of surveys. HIQA is responsible for managing this service. 1.3 What role do hospitals play in implementing the NPE Survey? Between 1 and 31 May, hospitals will be responsible for: . identifying and entering eligible participants in the NPE Contact Dataset . quality assuring data contained in the NPE Contact Dataset . uploading the NPE Contact Datasets to B&A on a weekly basis . opting patients out of the survey in hospital, if requested to do so. Page 5 of 26 NPE Survey Process Guide for Hospitals 2. NPE Contact Dataset The NPE Contact Dataset will consist of patients who are eligible to participate in the survey. Each hospital will identify eligible patients through the Patient Administration System (PAS). 2.1 NPE Eligibility Criteria Eligible participants must: - be discharged between 00:01 on 1 May and 23:59 on 31 May - be aged 16 years or over - have stayed 24 hours or more in a public acute hospital - hold a postal address in the Republic of Ireland The following should not be included in the NPE Contact Dataset – please double check your extraction codes to ensure they are not included: - deceased patients - persons under the age of 16 years at the time of sampling (patients born after 1st May 2003 should not be included) - obstetrics/maternity service users (gynaecology patients are included in this survey - psychiatry patients - outpatients/day-case patients - patients who stayed in hospital for less than 24 hours - participants who reside in a prison institution - patients who do not have a postal address in the Republic of Ireland Page 6 of 26 NPE Survey Process Guide for Hospitals 2.2 What information should the NPE Contact Dataset contain? Name Format First name e.g. Ciara Family name e.g. Murphy Address line 1 Current address Address line 2 Current address Address line 3 Current address, if applicable Address line 4 Current address, if applicable Address line 5 Current address, if applicable Date of birth dd/mm/yyyy Gender Female/Male Date of admission dd/mm/yyyy Source of admission category Emergency/non-emergency Date of Discharge dd/mm/yyyy a) transfer to other hospital Discharge destination b) home/usual residence c) nursing home d) other Length of stay XX days Hospital group e.g. Dublin Midlands Hospital Group. Hospital name For example, Naas General Hospital NPE hospital code For example, NGH Table 1: NPE Contact Dataset - data fields and format NB: All fields must contain the data items above in the format set out in the above table. Page 7 of 26 NPE Survey Process Guide for Hospitals 3. Identification, inclusion and uploading of eligible participants’ data All NPE Contact Datasets should be uploaded to your sFTP (secure File Transfer Protocol) as per the schedule below in Table 2. If they are not received by 9am every Wednesday morning from 8 May to 5 June inclusive, they cannot be included in the survey run for that week. Yvonne Cantwell and her team will export the NPE Contact Datasets to B&A at 9am on Wednesday 8, 15, 22 and 29 May and 5 June. Date of Task for hospitals Deadline for upload of extraction contact dataset Tuesday 7 May Extract for discharges 1–5 May Upload contact dataset by inclusive. 9am on 8 May Tuesday Extract for discharges 6–12 May Upload contact dataset by 14 May inclusive. 9am on 15 May Tuesday Extract for discharges 13–19 May Upload contact dataset by 21 May inclusive. 9am on 22 May Tuesday Extract for discharges 20–26 May Upload contact dataset by 28 May inclusive. 9am on 29 May Tuesday 4 June Extract for discharges 27–31 May Upload contact dataset by inclusive. 9am on 5 June Table 2: Schedule for extracting and submitting the NPE Contact Dataset 3.1 What role do hospitals play? Step 1: apply eligibility criteria . The designated person within each hospital will identify eligible participants by applying the following criteria. To be eligible, patients must: - be discharged between 00:01 on 1 May and 23:59 on 31 May - be aged 16 years or over - have stayed 24 hours or more in a public acute hospital - hold a postal address in the Republic of Ireland. Page 8 of 26 NPE Survey Process Guide for Hospitals . If the eligibility criteria are not adhered to, it will result in a data breach, which will be reported in line with the NPE’s Data Security Policy. Step 2: create weekly NPE Contact Dataset . Extract and upload eligible participants’ details to an Excel or CSV file, as per the fields in the NPE Contact Dataset outlined in Table 1 (page 7). Step 3: quality assure the data . Data quality checks are essential and are outlined in detail in Section 6. Review of Data Quality (page 19). Check all codes to ensure that only the details for eligible patients are extracted. Step 4: save and title the NPE Contact Dataset . The NPE Contact Dataset must be saved and titled appropriately. This step is crucial to ensure that each of your responses are attributed to your hospital. If the file code is not standardised, then the response will not appear under your hospital on the online dashboard. An NPE Survey code has been assigned to each hospital, which must be used in the filename. Hospital codes can be found in Table 3 (page 11/12). Files should be titled as follows: - your assigned hospital code_date of upload to B&A_QA e.g. Naas General Hospital: NGH_070519_QA . Ensure you include QA (Quality Assurance) at the end of your filename. This confirms to B&A that your NPE Contact Dataset has been quality assured and is ready for download. Step 5: upload NPE Contact Dataset to B&A . Send the NPE Contact Dataset to B&A, using secure File Transfer Protocol (sFTP). The data will be securely stored by
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